Essential 2 - Features, Code Mappings and User Access v3.0, July 22, 2013
Features, Code Mappings and User Access
Essential 2
Introductions and Ground Rules
Introductions– FCMAT/CSIS Participants
Ground Rules– Mute phones while listening (Mute or MIC button)– Do not place the call on HOLD– Silence cell phones– Provide your name and LEA when speaking– One conversation at a time
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Course Description
This course provides an overview of CALPADS Features Key concepts User Accounts
Set-up Maintenance
CALPADS KEY FEATURES, KEY CONCEPTS and SYSTEM ADMINISTRATION
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Agenda
CALPADS Application and Its Features (2a) – p. 7 Security (2b) – p. 59 Local Code Mapping (2c) – p. 101 Reports and Extracts (2d) – p. 123
Getting Started (2e) – p. 158
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Prerequisite & Audience
Target Audience
LEA Program and Data Management Staff Responsible for Overall District Enrollment
CALPADS LEA Administration
Prerequisite Essential 1 – Overview of Objectives and Requirements
Available in Self-Paced only
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Course Description
COURSE OBJECTIVES
Participants will understand the flow of data through CALPADS how the portal Home Page can assist in managing tasks where main activities are accessed from the menu how the navigation features work how to set up user accounts how to translate local codes into CALPADS codes the available views of reports and extracts how to get help with the operation of the application the steps for getting started
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CALPADS Application and Its Features
Essential 2a
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This module includes the following
Application Design Application Organization Application Navigation Aids Key Points Portal Overview Demonstration
Contents
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APPLICATION
DESIGN
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Application Design
SYSTEM INTERACTIONS
CALPADS is designed to interact with
End-users LEA users School users State users
Other systems LEA systems
System interfaces CDE systems Assessment vendors
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Application Design
SYSTEM COMPONENTS
LEA CALPADSPortal
Staging Area
Operational Data Store
(ODS)
Integration Hub
(ZIS, FTP)
LEA Systems
Local ZIS
State Users
State ReportingSnapshots
Other Systems
Assessment Vendors
The components of CALPADS manage the interactions of its users and the resulting flow of data into and out of the system
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Application Design
KEY FEATURES Web-Based System
– Accessible to authorized users via the Internet – Available from any workstation– Requires no digital certificate– Available: (http://www.cde.ca.gov/ds/sp/cl/calpadshours.asp)
Longitudinal Data Capture– History of data is stored in a manner that enables point-in-time reporting
Comprehensive Detail Data
– Individual student/staff level data replacing aggregate data where appropriate
– Complete student profile and enrollment history
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Application Design
Comprehensive Views of Data– Views of current data in ODS and certified data in Snapshot– Online views of exception reports (rejected records)– Views of data submitted available prior to posting and prior to
certification– User configurable reporting– User configurable data downloads/extracts
KEY FEATURES (cont.)
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APPLICATION
ORGANIZATION
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Application Organization
Ongoing Student Enrollment– SSIDs can be assigned and students can be enrolled at any time
Scheduled Data Collections and Certifications– Submission are schedule and the status is tracked
Managed User Interactions– Portal organizes interactions and provides one point of entry– Workflows structure the submission and approval of data– Access is controlled by the user’s role
Multiple Methods of Data Submission– Students can be entered individually online – Multiple students can be submitted using batch files
ORGANIZATION DESIGN
The organization of CALPADS is designed to support
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KEY POINTS
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Summary
Data entry and data access can be accomplished in multiple ways
Data can be entered and maintained at any time Many different views of the data are available
KEY POINTS – Application and Features
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PORTAL OVERVIEW
DEMONSTRATION
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Portal Overview Demonstration
The SSID Enrollment menu provides access to
Online Maintenance - Data entry and maintenance is performed online for one SSID at a time
Manage Submissions - Data entry and maintenance is performed with input files for batches of SSIDs
Anomaly Reports- An SSID’s enrollments that contain suspected irregularities are reported
SSID ENROLLMENT
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Portal Overview Demonstration
The Anomaly Reports menu accesses functions to View and correct anomalies View the % of enrollments involved in anomalies
SSID ENROLLMENT (cont.)
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CALPADS Security
Essential 2b
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This module includes the following: Overview of Security User Account Management Password Management Security Management Key Points Security Management Demonstration
Contents
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Overview of User Security
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Overview
CALPADS security begins at login. A User ID and Password are required to gain access…
Acceptance of the terms of
usage is required in order
to log into CALPADS
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USER ACCOUNT MANAGEMENT
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Overview
ADMINISTRATOR ROLE
The creation of users within the application is controlled by the system administrator role.
LEA Administrator
Can create LEA level users and school level users
Applies for and receives a system Administrator account (which is assigned the LEA Administrator role) and a password from the CDE
Note: LEA CALPADS Administrators who intend to do more than assign access rights (e.g. updating student information, enrollment, and program data) should create a daily account for these non-security related functions.
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Overview
Review Security Report
1. Log in to CALPADS with an LEA Administrator account
2. From the Admin Menu, click “User Security”
3. Click on Security Reports 1. 13.1 – Security – Roles by User
2. 13.2 – Security – Users By Role
4. Review the Account Status column
1. “Active” means the user can log in and perform functions associated with the current roles assigned.
2. “Revoked” means the user can no longer log in with that User ID.
3. Determine whether any user access needs to be revoked1. Always remove the Anomaly Contact role before revoking a the
user account
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ADMINISTRATOR RESPONSIBILITY
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PASSWORD MANAGEMENT
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Password Management
PASSWORD CREATION
Password Rules: Be at least 8 characters and up to 15 characters in length Contain at least one uppercase letter Contain at least one lowercase letter Contain at least one of the following non-alphanumeric
characters: ! @ # $ ^ & * - = _ + ?
Password Expiration: After 90 days, users are prompted to change passwords,
selecting one that has not been used for the last 6 passwords
Once an account is set up, the user receives an email with a temporary password. It must be changed when the user first signs into CALPADS.
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Password Management
PASSWORD RETRIEVAL
To receive a password from the Forgot Password link on the login page, a user must complete the security questions in the CALPADS User Profile.Once the account is verified, the user receives an email with a temporary password. It must be changed when the user first signs into CALPADS.
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SECURITY MANAGEMENT
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Security Management
LEA CALPADS ADMINISTRATOR
The CALPADS Administrator for the LEA applies for and receives an Administrator account from the CDE. This account allows access to CALPADS security for granting access rights.
Note: LEA CALPADS Administrators who intend to do more than assign access rights (e.g. updating student information, enrollment, and program data) should create a separate local user account for themselves with roles that will allow the accomplishment of these non-security related functions.
The creation of users within the application is controlled by the LEA Administrator role.
LEA CALPADS Administrators can create LEA level users and school level users
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SECURITY MANAGEMENT
DEMONSTRATION
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Password Management
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Local Code Mapping
Essential 2c
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This course includes the following:
Overview of Code Mapping Add New Code Mapping Maintain Existing Code Mapping Summary
Contents
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OVERVIEW OF CODE MAPPING
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Overview
PURPOSE OF CODE MAPPING
Define which local codes correspond each to CALPADS code so the school can submit
local codes
School’s local code for
Kindergarten
CALPADS code for
Kindergarten
* Code mapping is only necessary for local codes that differ from CALPADS codes
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Overview
It is the responsibility for the LEA Administrator to manage the mapping of local codes; however the task can be performed by a designee who has been assigned the security role that allows access to the “Manage Local Codes” functionality.
RESPONSIBILITY FOR CODE MAPPING
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Overview
Code mapping can Simplify the data submission process Save time Minimize the potential for error in submitting data
that is not stored in the local SIS
BENEFITS OF CODE MAPPING
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Overview
CODES THAT CAN BE MAPPED
Code Sets
Career Technical Education Pathway
Non Classroom Based or Support Assignment
Course Group State Race Category
Disability Category School Completion Status
Education Program State/Province
Enrollment Status Student Exit Category
Grade Level Student Offense
Language Weapon Category
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ADD NEW CODE MAPPING
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Accessing Code Mapping
Local code mapping is an administrative function available from the Administration menu
LOCATE “MANAGE LOCAL CODES”
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Select “Manage Local Codes” from the
Administration Menu
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MAINTAIN EXISTING CODE MAPPING
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Summary
Code mapping is optional The CALPADS code sets are available under
“System Documentation” on the CDE website at http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
KEY POINTS – LOCAL CODE MAPPING
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Reports and Extracts
Essential 2d
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Essential 2 - Features, Code Mappings and User Access v3.0, July 22, 2013
This module includes the following:
Overview of Reports and Extracts Reporting Features CALPADS Reports CALPADS Extracts Summary
Contents
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OVERVIEW OF
REPORTS AND EXTRACTS
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Overview
These capabilities include Reports that show aggregate counts of data as well as
detail data Extracts of data that are pre-defined to provide key data User-selected filters and configurations for reports and
extracts
Capabilities exist within CALPADS that assist in Analyzing data Validating and reconciling CALPADS data
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REPORTING
FEATURES
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Reporting Features
REPORT SECTIONS1-Set Filters: Make selections to control which data you see
Reports are divided into 5 sections
2
3
1
Comments can be entered and will appear in the report footer
2-Configure View: Adjust the view using these fields for IE only
3-Data References: Displays report title, timeframes, and entity selections made in Section 1
4
5
4-Report: Data resulting from the filters
5-Footer: Summary of filters selected in Section 1
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Reporting Features
DATA FILTERS & COMMENTS
Report data is filtered by user selection to control the resulting report data
The user can enter comments that appear in the footer of the report
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Reporting Features
VIEWING AID - PAGING TOOL
Long reports with multiple pages can be viewed by using the paging tool available
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Reporting Features
VIEWING AID - ZOOM
The report can be increased or reduced in
size for Internet Explorer
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Reporting Features
VIEWING AID - SEARCH FOR DATA
Text in the report can be searched for using specified criteria)
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Reporting Features
VIEWING AID - DATA EXPORT
Data can be extracted in multiple formats
Note: Excel and .pdf are generally considered to be the most useful
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Reporting Features
VIEWING AID - REVEAL
The filter pane can be eliminated from the
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Reporting Features
VIEWING AID - REFRESH
Data can be refreshed when the filter pane is hidden.
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CALPADS
REPORTS
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Reports
REPORT SOURCES
There are four sources for reports:
The Submission Reports (submitted data) The ODS (current data) The Snapshot Database (certification data)
Certification Error Report
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Reports
LIST OF ODS REPORTS
These reports are available to display current SSID Enrollment data in the ODS
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Reports
LIST OF SNAPSHOT REPORTS
These reports are available todisplay certification SSID Enrollment data in the Snapshot Database for Fall 1
These are the Certification
Reports. They are reviewed and
certified as accurate during the
Certification Process
These reports provide additional data to
support to verification of data displayed on the Certification Reports
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Data Views
REPORTS FOR BOTH DATABASES----------- ODS Reports ------------
---------------------- Snapshot Reports ---------------
Some reports display data from either database
Note that the Certification Reports (1.1, 1.6, 1.9) are available for
both databases.
You can view the status of the data in the ODS that will be captured in a Snapshot – long before the Snapshot is due. This allows you to monitor the data as it is loaded. Therefore, you don’t have to wait until a data collection begins before you can verify your data.
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Data View
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Some reports display data from either database
Note that the Certification Reports (1.1, 1.6, 1.9) are available for
both databases.
You can view the status of the data in the ODS that will be captured in a Snapshot – long before the Snapshot is due. This allows you to monitor the data as it is loaded. Therefore, you don’t have to wait until a data collection begins before you can verify your data.
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Data Views
SUMMARY AND DETAIL DATA
Reports with aggregate data are supported by reports with detail data
Click the link to access the school’s detail data report (below). It lists individual student data. Note that the detail report shows the same groups as the summary report.
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Report Views
VARYING VIEWS OF THE SAME DATA
The aggregate data on many reports can be disaggregated – This example disaggregates the enrollment reported on the
Enrollment Report by Subgroup (1.1)
The filters on this report allow the disaggregation to be viewed for the same subgroups that were reported on the aggregate Enrollment Report (1.1)
Click the link to view the student list for this school.
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Report Views
SORTED DATA
Additional views of data are available by sorting the columns on the report – as in this example where the default sort is by SSID and the new sort is alphabetical
Click here for ascending or descending sort
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Report Documentation
USER MANUAL
Title: Enrollment – Primary Status by Subgroup
Number: 1.1
Description: Reports the count of students with Enrollment Status Code of “Primary” by student subgroups at the school level
Views/Type: ODS and Snapshot / Certification
Links To: Report 1.2 Enrollment - Primary Status Student List Report 2.2 Title III Eligible Immigrants by Birth Country
Links From: None
Each report is documented in the User Manual with a picture of the report and this information.
View indicates if a report can be viewed in the ODS, in the Snapshot Database, or in bothType indicates whether the report is a Certification Report or a Supporting Report
Links To indicates if the report accesses another reportLinks From indicates if the report can be accessed from another report
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CALPADS EXTRACTS
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Extracts
INVENTORY OF DATA EXTRACTS
Data extracts are used to download data from the ODS. The following pre-defined data extracts are available ….
- Student- Information- Program- Discipline- Health- Waivers
SSID Extract Candidate List Rejected Records Replacement SSIDs• Direct Certification ODS Extracts
- SSID Enrollment- Staff Demographics- Staff Assignment- Course Section- Student Course Section
File formats are included in the CALPADS File Specifications
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Extracts
INVENTORY OF DATA EXTRACTS
Data extracts requested as follows ……
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Extracts
SSID EXTRACT
Contains students assigned SSIDs in a CALPADS batch transactionCan be downloaded from CALPADS for import into a local student information systemCan be filtered by
Grade Level School
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Extracts
REJECTED RECORDS
Contains records that failed validationCan be filtered by
Submitter School Job ID
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Extracts
CANDIDATE LIST
Contains candidates for SSID requestsCan be used to assist working on confirmations offlineDoes not have filter options
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Extracts
REPLACEMENT SSIDs
Contains SSIDs assigned during MID Anomaly resolutionCan be downloaded from CALPADS for import into a local student information system
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Extracts
Request SSIDs Extract
Contains new SSIDs extract for SSIDs obtained onlineCan be downloaded from CALPADS for import into a local student information system
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Extracts
ODS EXTRACTS
Can be created for each of the file formats that can be submitted to CALPADSCan be used for local data analysis or data reconciliationSame format as the files submitted to CALPADS except there are two additional fields (upload date and last date updated)Can not be used to upload data to CALPADS
Note that the vendor for the local SIS may have provided the capability to use this file to determine what needs to be submitted to CALPADS.
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Extracts
ODS EXTRACTS (cont)
The CALPADS Notification dashboard will notify the LEA, when the file is available for download. The file is retrieved from CALPADS. It is not transmitted via email.
The selection criteria used to generate the ODS Download extract files follow on the next page.
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Summary
The user can configure the reported data
Data extracts can assist comparing CALPADS data with local data
Some reports can display data from either the ODS or the Snapshot database. The ODS data is current data; the Snapshot data is certification data.
Data to be certified can be viewed in the ODS long before the certification process begins
KEY POINTS – REPORTS AND EXTRACTS
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Getting Started
Essential 2e
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Essential 2 - Features, Code Mappings and User Access v3.0, July 22, 2013
Getting Started Guides First Steps with CALPADS Application Set-Up
– Responsibility– Prerequisites– Activities to Perform
Key Points
Contents
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PREPARATION FOR CALPADS
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First Steps
1. Obtain a CALPADS Administrator Account
2. Complete the CALPADS application setupa. Setup CALPADS accounts
b. Map local codes if necessary
3. Update your local student information system to enable
it to produce files for the CALPADS batch process –or–
begin collecting data for entry into the CALPADS Excel
templates
STEPS TO BEGIN
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System Documentation
http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
Resources
Document Description Sections
CALPADS File Specifications (Forms)
File layout and requirements for batch submission
SENR, SINF, SPRG, SDIS, SWAV, SDEM, CSRC, SCSC, & SCTE tabs
CALPADS Code Sets Detailed state code lists
CALPADS Valid Code Combinations
Matches up related codes
CALPADS Error List Detailed error message descriptions
SENR, SINF, SPRG, SDIS, SWAV, SDEM, CSRC, SCSC, SCTE, EOY 1-4 tabs, Fall 1, Fall 2, EOY 1-4 Certification
CALPADS Data Guide Detailed requirements
CALPADS Calendar
http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp
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Preparation for CALPADS
Manage Security– Create User Accounts– Ensure User Profile is set up by each user
Manage System Codes (Optional)– Map local codes to CALPADS codes
Manage Anomaly Contacts– Assign roles for LEA/school contacts
APPLICATION SET-UP
Initial set-up of the LEA Administrator application includes the following
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Summary
KEY POINTS – GETTING STARTED
Obtain the LEA Administrator account Attend remaining trainings Synchronize Student School Start Dates in CALPADS
with local Start Dates Understand the scope of data required by CALPADS
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Support
CALPADS URL– https://www.calpads.ca.gov/
CALPADS Support– CALPADS Service Desk Request Form (preferred contact method)
HTTP://WWW2.CDE.CA.GOV/CALPADSHELP/DEFAULT.ASPX– 916-325-9210– [email protected]
CALPADS Operations Office (Admin. Account Support)– 916-324-6738– [email protected]
CALPADS-LEA Listserv (one-way)– http://www.cde.ca.gov/ds/sp/cl/listservs.asp
Support Information
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Training Evaluation
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Please complete our survey
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Questions
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